AIM

BR.100 ACCOUNTS PAYABLE

APPLICATION SETUP
ORAERP.com Inc.

Author: <Author>
Creation Date: XX-XXX-XXXX
Last Updated: XX-XXX-XXXX
Document Ref: <Document Reference Number>
Version: DRAFT 1A

Approvals:

<Approver 1>

<Approver 2>

Copy Number _____

BR.100 Accounts Payable Application Setup Doc Ref: <Document Reference Number>
Error! Reference source not found.

Document Control

Change Record
3

Date Author Version Change Reference

XX-XXX-XXXX <Author> Draft 1a No Previous Document

Reviewers

Name Position

Distribution

Copy No. Name Location

1 Library Master Project Library

2 Project Manager
3
4

Note To Holders:
If you receive an electronic copy of this document and print it out, please write your
name on the equivalent of the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front
cover, for document control purposes.

Error! Reference source not found. Document Control ii

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Company Confidential - For internal use only
BR.100 Accounts Payable Application Setup Doc Ref: <Document Reference Number>
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Contents

Document Control ..................................................................................................................ii

Application Setup Control Sheet - Payables ....................................................................... 1
AP: Define Invoice Tolerances ............................................................................................. 2
AP: Define Payment Interest Rates ...................................................................................... 3
AP: Define Expense Report Templates ............................................................................... 4
AP: Define Financial Options ............................................................................................... 6
AP: Define Accounts Payable Options ................................................................................ 9
AP: Define Aging Periods ................................................................................................... 16
AP: Define Special Calendars ............................................................................................. 17
AP: Define Profile Options ................................................................................................. 18
Open and Closed Issues for this Deliverable .................................................................... 19
Open Issues..................................................................................................................... 19
Closed Issues .................................................................................................................. 19

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Application Setup Control Sheet - Payables

Environment Name: Machine: Type (definition, execution, or both):

Workflow Setup Task Responsibility Due Date QA Responsibility QA Due Date Signature Approval
SubWorkflow Name

Setup Accounts Payable

XX_Payables_Superuser XX-XXX-XXXX XX_Payables_Manager XX-XXX-XXXX

AP: Define Invoice Tolerances

XX_Payables_Superuser XX-XXX-XXXX XX_Payables_Manager XX-XXX-XXXX

AP: Define Payment Interest
Rates

XX_Payables_Superuser XX-XXX-XXXX XX_Payables_Manager XX-XXX-XXXX

AP: Define Expense Report
Template

XX_Payables_Superuser XX-XXX-XXXX XX_Payables_Manager XX-XXX-XXXX

AP: Define Financial Options

XX_Payables_Superuser XX-XXX-XXXX XX_Payables_Manager XX-XXX-XXXX

AP: Define Aging Periods

XX_Payables_Superuser XX-XXX-XXXX XX_Payables_Manager XX-XXX-XXXX

AP: Define Special Calendars

XX_Payables_Superuser XX-XXX-XXXX XX_Payables_Manager XX-XXX-XXXX

AP: Define Profile Options

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BR.100 Accounts Payable Application Setup Doc Ref: <Document Reference Number>
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AP: Define Invoice Tolerances

Payables>Setup>Invoice>Tolerances
<Customer Short Name> Process: Business Area: Date:
<Process Name> <Business Area> <Date>
Control Number: Priority(H, M, L): Process Owner:
<Control Number> <Priority (H, M, L)> <Process Owner>
Description: Use this form to define the matching and tax tolerances you want to allow for variances between invoice, purchase order, receipt, and tax
information.

<PO Matching>
Tolerence-Received Goods
Name

Tolerance for Received Goods

Description

Goods
Type

Use this region to enter percentage-based tolerances for your matching approvals.
Name Tolerances Hold Name Enabled

(Balnk) Qty Ord No

Ordered (%)

(Balnk) Max Qty Ord No

Maximum Ordered (%)

2% Qty Rec Yes

Received (%)

(Balnk) Max Qty Rec No

Maximum Received (%)

2% Price Yes
Price (%)

(Balnk) Max Rate Amount No

Exchange Rate Amount

(Balnk) Max Ship Amount No

Shipment Amount

(Balnk) Max Total Amount No

Total Amount

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BR.100 Accounts Payable Application Setup Doc Ref: <Document Reference Number>
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AP: Define Payment Interest Rates

Payables>Setup>Payment>Interest Rates
<Customer Short Name> Process: Business Area: Date:
<Process Name> <Business Area> <Date>
Control Number: Priority(H, M, L): Process Owner:
<Control Number> <Priority (H, M, L)> <Process Owner>
Description: Use this form to define the interest rates Oracle Payables uses to calculate and pay interest on overdue invoices.

<Payment Interest Rates>

% (Rate) Effective Dates: Effective Dates:
From To

1% XX-XXX-XXXX XX-XXX-XXXX

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AP: Define Expense Report Templates

Payables>Setup>Invoice>Expense Report Templates

<Customer Short Name> Process: Business Area: Date:
<Process Name> <Business Area> <Date>
Control Number: Priority(H, M, L): Process Owner:
<Control Number> <Priority (H, M, L)> <Process Owner>
Description: Use this form to define an expense report template for entering Expense Reports.

<Expense Report Templates>

XXXX
Operating Unit

Consultants Expenditure
Template Name

Expense Incurred for Consultants

Description

Inactive Date

Enable for Internet

Expenses

Policy Data End Date

Project Expenditure Type Schedule Capture
Expense Item Expense Tax Code GL Account Rule
Category

Hotel Stay Accomodations XXXX XXXXXX Consultancy Cost (Blank) (Blank) (Blank)

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Continued..

<Expense Report Templates>

Consultancy Charges
GL Account Description

Prompt Justification Require Cash Require Number of Duplicated Viewable Calculate Apply Credir Card
Required Receipt For Receipt Above Allowed from All Amount Receipt Require
Templates Rules to receipt
Negative Above
Expense
Line

Consultancy Charges Always Required 1 No Yes Yes No

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AP: Define Financial Options

Payables>Setup>Options>Financials
<Customer Short Name> Process: Business Area: Date:
<Process Name> <Business Area> <Date>
Control Number: Priority(H, M, L): Process Owner:
<Control Number> <Priority (H, M, L)> <Process Owner>
Description: Use this form to define the options and defaults you use throughout Oracle Applications. You can define defaults in this form to simplify vendor
entry, invoice entry, and automatic payments.

<Financial Options>
Use this region to select your defaults for Oracle Financials.

Accounting
1
Future Period

XX,XXX,XXX.XXXX
GL Accounts: Liability

XX,XXX,XXX.XXXX
GL Accounts: Prepayment

(Blank)
GL Accounts: Bills Payable

XX,XXX,XXX.XXXX
GL Accounts: Discount Taken

XX,XXX,XXX.XXXX
GL Accounts: PO Rate Variance
Gain

XX,XXX,XXX.XXXX
GL Accounts: PO Rate Variance
Loss

(Blank)
GL Accounts: Expenses Clearing

(Blank)
GL Accounts: Miscellaneous

(Blank)
GL Accounts: Retainage

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Supplier - Purchasing
Use this region to enter defaults that Oracle Purchasing assigns to the purchasing documents you enter.
Unchecked
RFQ Only Site (Checkmark)

XXX Site
Ship To Location

XXX Site
Bill To Location

XXX Org
Inventory Organization

(Blank)
Ship Via

(Blank)
FOB

(Blank)
Freight Terms

Encumbrance
Check
Use Requisition Encumbrance

Check
Reserve at Completion

Check
Use PO Encumbrance

Tax
Use this region to enter Value-Added-Tax (VAT) information for Oracle Applications. If your organization is not subject to registration to pay value-added-taxes,
you do not need to enter information in this region.
VAT
(Blank)
Member State

(Blank)
VAT Registration Number

Human Resources
Use this region to enter the options and defaults, such as numbering method, for entering employee information in Oracle Payables.
XXX Company
Business Group

Office
Expense Check Address (Picklist)

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Yes
Use Approval Hierarchies

Employee Number
Automatic
Method

Next Automatic Number ((Blank)

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BR.100 Accounts Payable Application Setup Doc Ref: <Document Reference Number>
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AP: Define Accounts Payable Options

Payables>Setup>Options>Payables
<Customer Short Name> Process: Business Area: Date:
<Process Name> <Business Area> <Date>
Control Number: Priority(H, M, L): Process Owner:
<Control Number> <Priority (H, M, L)> <Process Owner>
Description: Use this form to set control options and defaults used throughout Oracle Payables.

<Payables Options>

Accounting
Use this region to define the default audit information options for your invoice and payment transactions.
Payment Accounting
Check
When Payment is Issued

Check
When Payment Clears

Check
When Payment is Issued

Check
When Payment Clears

Select (Radio Button)

From payment Discount

From Supplier Site

Automatic Offset Method

Select (Radio Button)
None

Balancing

Account

Discount Method
Select (Radio Button)
System Account

Prorate Expense

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Prorate Tax

Interest
Select (Radio Button)
System Account

Prorate Across Invoices

Prepayment Account
Select (Radio Button)
From Supplier Site

From Purchase Order

Currency
Use this region to enable multiple currencies in Oracle Payables and define Currency defaults for your foreign currency invoices and payments.
Check
Use Multiple Currencies

Uncheck
Require Exchange Rate Entry

Check
Calculate User Exchange Rate

Uncheck
Use Invoice Exchange Rate on
Prepaid Expense for Tax

Standard
Exchange Rate Type

GL Accounts
XX,XXX,XXX.XXXX
Realized Gain

XX,XXX,XXX.XXXX
Realized Loss

XX,XXX,XXX.XXXX
Rounding

Invoice
Main
Check
Confirm Date as Invoice Number
Use Batch Controls

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Check
Allow Online Validation

Uncheck
Allow Document Category Override

Check
Allow Adjustments to Paid Invoices

Uncheck
Recalculate Scheduled payments

Check
Allow Remit-To Account Override

Receipt Acceptance Days

GL Date Basis
System Date (Radio Button)
GL Date Basis

Freight
(Blank)
Freight Account

Prepayment
Payment Terms S(Blank)

(Blank)
Settlement Days

(Blank)
Tax Difference Account

Approval
Check
Use Invoice Approval Workflow

Check
Allow Force Approval

Approval Processing Sequence

Check
Require Validation Before
ApprovalGL Date Basis

Uncheck
Require Accounting Before
ApprovalGL Date Basis

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Matching
Uncheck
Allow Final Matching

Check
Allow Distribution Level Matching

Uncheck
Allow Matching Account Override

Check
Transfer PO Descriptive Flexfield
Information

Tolerances
0% Tolerance for goods
Goods Tolerances

0% Tolerance for services

Services Tolerances

Interest
Uncheck
Allow Interest Invoices

Minimum Interest Amount*

Interest Invoice Accounts *

Expense

Liability

* Note: No editing allowed unless Allowed Interest Invoices box is checked.

Expense Report
Use this region to enable and enter defaults for Expense Reports you create in Oracle Payables.
(Blank)
Default Template

(Blank)
Apply Advances

Automatically Create Employe as Supplier

(Blank)
Payment Terms

(Blank)
Pay Group

(Blank)
Payment Priority

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(Blank)
Hold Unmatched Expense Reports

Payment
Use this region to enter defaults, such as bank account and payment cycle, for the Payments you create in Oracle Payables.
Discount
Uncheck
Exclude Tax from Discount
Calculation

Single Payment
Uncheck
Allow Pre-Date

Check
Allow Void and Reissue

Check
Allow Address Change

Bank Charges
Uncheck
Enable Bank Charges Deduction from
Payment (Checkmark)

Uncheck
Deduct Bank Charge from Payment

Uncheck
Allow Remit-To Supplier Override

Uncheck
Allow Document Category Override

Withholding Tax (Only be applicable if Taxation is required)

Use Withholding Tax

Allow manual Withholding

Tax Group

Withholding Amount Basis

Include Discount Amount

Include Tax Amount

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Apply Withholding Tax

Select (Radio Button)
Never

Uncheck
At Invoice validation Time

Uncheck
At Payment Time

Uncheck
At Invoice Validation amd payment
Time

Create Withholding Invoice

Select (Radio Button)
Never

Uncheck
At Invoice Validation Time

Uncheck
At Payment Time

Uncheck
At Withholding Application

Withholding Date Basis

Select
Invoice Date

Uncheck
GL Date

Uncheck
Include Income Tax Type on
Withholding Distributions

Supplier
Use this region to enter or review defaults for your vendors.
(Blank)
Invoice Currency

(Blank)
PayGroup

(Blank)
Terms Date Basis

(Blank)
Pay Date Basis

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(Blank)
Payment Terms

Reports
Report Sorting
(Blank)
Sort by Alternate Field

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AP: Define Aging Periods

Payables>Setup>Calendar>Aging Periods
<Customer Short Name> Process: Business Area: Date:
<Process Name> <Business Area> <Date>
Control Number: Priority(H, M, L): Process Owner:
<Control Number> <Priority (H, M, L)> <Process Owner>
Description: Use this form to define the aging periods you want to use for your Invoice Aging Report.

<Aging Periods>
Use this region to define the characteristics of your Aging Periods.
Monthly Aging
Name

Monthly Aging
Description

Check
Active

Column Order Days: Days: Column Headings: Column Heading:

From To First Second

1 1 30 1st Bucket
2 31 60 2nd Bucket
3 61 90 3rd Bucket
4 91 120 4th Bucket

Error! Reference source not found. AP: Define Aging Periods 16 of 19

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BR.100 Accounts Payable Application Setup Doc Ref: <Document Reference Number>
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AP: Define Special Calendars

Payables>Setup>Calendar>Special Calendar
<Customer Short Name> Process: Business Area: Date:
<Process Name> <Business Area> <Date>
Control Number: Priority(H, M, L): Process Owner:
<Control Number> <Priority (H, M, L)> <Process Owner>
Description: Use this form to describe periods which Oracle Payables uses for special functions, such as Key Indicator reporting or recurring payment period
definitions.

<Special Calendar>
Special Calendar
Calendar Name

12
Periods Per Year

Description

Recurring Invoices (Select)

Type of Calendar

Period Year Sequence Start Date End Date System Name Report Run

Dec XXXX 12 01-DEC-XXXX 31-DEC-XXXX Dec-XX

Nov XXXX 11 01-NOV-XXXX 30-NOV-XXXX Nov-XX
Oct XXXX 10 01-OCT-XXXX 31-OCT-XXXX Oct-XX
Sep XXXX 9 01-SEP-XXXX 30-SEP-XXXX Sep-XX

Error! Reference source not found. AP: Define Special Calendars 17 of 19

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BR.100 Accounts Payable Application Setup Doc Ref: <Document Reference Number>
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AP: Define Profile Options

Payables>Other>Profile
<Customer Short Name> Process: Business Area: Date:
<Process Name> <Business Area> <Date>
Control Number: Priority(H, M, L): Process Owner:
<Control Number> <Priority (H, M, L)> <Process Owner>
Description: Use this form to define your Profile options.

<Profile>
Profile Name Default Value User Value

Budgetary Control Group Standard Blank

MO: Operating Unit XXX-OU Blank
MO: Security Profile XX Company Blank
MO: Default Operating Unit XXX-OU Blank
AP: Notification Recipient E-mail Blank Blank
AP: Use Invoice Batch Controls No Blank

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Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

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